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Effective Communication: Unit No. 3 Unit Title: Professional Practice
Effective Communication: Unit No. 3 Unit Title: Professional Practice
COMMUNICATION
Unit no. 3
Unit Title: Professional Practice
Effective communication:
A process of exchanging ideas, thoughts, knowledge and information such
that the purpose or intention is fulfilled in the best possible manner.
It generally involves;
Sender: The person who initiates the process of communication by sending a
message;
Receiver: The one to whom the message is to be delivered.
• Clarity:
Be clear. Make sure that it’s easy for your reader to understand your meaning. Clarity is also
about avoiding the use of complex words, sentences, and fuzzy language.
• Concise:
When you’re concise in your communication, you stick to the point and keep it brief. Being
concise will save time for both you and the receiver of your message.
• Concrete:
Focus on your message that the logic and messages that you’re using fit together, build on
each other and support each other. Your arguments should be based on solid facts and opinions
from credible sources and you should share irrefutable data to support your argument.. To be
more concrete use sentences that cannot be misinterpreted.
• Correct:
Being correct first time will both save you time and boost your credibility. A correct message
will also have a greater impact on the recipient than an incorrect one. Avoid typo errors.
• Coherent:
When your communication is coherent, it’s logical. All points are connected and relevant to the main
topic, and the tone and flow of the text is consistent.
• Complete:
Ensure that your message is complete. Think about questions the receiver might think of as they
receive your message. Address these questions.
• Courteous:
Be polite. Courtesy builds goodwill. Keep your reader’s viewpoint in mind, and you’re empathetic to
their needs.
• VERBAL COMMUNICATION:
When messages or information is exchanged or communicated through words is called
verbal communication.
TYPES OF VERBAL COMMUNICATION:
1. Written
2. Oral
• NONVERBAL COMMUNICATION:
Nonverbal communication is the process of sending and receiving messages without
using words, either spoken or written. Also called manual language.
• Body Language:
Body language is the use of physical behavior, expressions, and mannerisms to communicate
nonverbally, often done instinctively rather than consciously.
How to use your body to communicate can make your messages more impactful with your audience.
It can also help you to better understand what others are telling you.
Speed: Formal communication is slower, sometimes feeling unbearably slow due to bureaucracy. On the other
hand, informal communication is very quick, often being instantaneous.
Time-Consuming: Formal communication requires a number of different processes before the whole
communication flow is complete, whereas informal communication requires very little process time.
Information Flow: Information through formal communication is only through predefined channels, whereas
information through informal communication moves freely.
Secrecy: Secrecy is maintained with formal communication, whereas informal communication makes it hard to
maintain full secrecy due to its reliance on individuals.
Types of formal communication
• Memos • Letters
• Intranet • Presentations
• Meetings • Speeches
• Conferences • Notice Boards
• Formal One-on-Ones • Organizational blogs
• Bulletin Boards • Emails from managers and leaders
• Handouts
Types of informal communication
• Gossip - Grapevine
• Single Strand – a form of informal communication wherein each person
communicates with the next in a single sequence.
• Cluster - in cluster networks a person will receive information and choose to pass
it on to their cluster network or keep the information to themselves. Each
individual will pass on the information to the next cluster network
• Probability Chain – each individual randomly tells another individual the same
piece of information.
“Chinese whispers”
https://www.youtube.com/watch?v=a3v9Uf13vkA
What does formal communication look
like?
1. Downward Communication: Information flows from management level down to lower levels.
It is the most common form of formal communication.
2. Upward Communication: Upward communication contains information which passes from
subordinate levels up to management and senior levels.
3. Horizontal Communication: Horizontal communication refers to communication between
individuals who are at the same or similar levels within an organization but have different areas
of responsibility.
4. Diagonal Communication: Occurs when employees of different departments at different levels
communicate with each other irrespective of the chain of command.